Citizens’ Engagement Advisory and Review Commission (CEARC)

Citizens’ Engagement Advisory Commission Meeting Agenda Tuesday, November 15, 2016 – 6:30pm Ruppert L. Sargent Building, Conference Room A, 1 Franklin Street, Hampton, VA Dinner Call to Order – Commissioner Steve Brown, Chair Action Items Item 1: Review and Approval of Meeting Minutes-September 20, 2016 Old Business Item 1: Change in Commission Name- Final Update (Assistant City Manager Steve Bond) Item 2: Commission By-Laws Final Update and Adoption (Assistant City Manager Steve Bond) Item 3: Committee Reports 1. Membership/Orientation 2. Media & Marketing New Business Item 1: Meeting Frequency Discussion Item 2: Proposed Recruitment Methodology for New Commissioners Item 3: Commission Elections: Chairperson and Vice Chairperson Announcements Next Meeting: January 17, 2017 Adjourn.  Citizens’ Engagement Advisory and Review Commission Proposed Recruitment Methodology Stage 1: 1. Create a CEARC sub-committee that is tasked with handling membership and orientation matters. This committee will be specifically tasked with reviewing Board Bank applications, interviewing potential commissioners, and drafting a recommendation to City Council, in partnership with the Executive Director. Stage 2: 1. Citizen questionnaires are disseminated to diverse group of citizens, via the existing CUC mailing and email distribution list, the Minister’s Alliance, and other department and community mailing and email distribution lists such as Hampton Housing and Redevelopment, Youth Violence Prevention, Neighborhood Commission, and the Housing & Neighborhood Services Division. 2. The citizen questionnaires will include questions about the citizen’s views on whom they would trust in the event that a crisis occurs that could divide the City. 3. The citizen questionnaires will be available via mail, online, and in a paper format for completion. Local libraries, faith centers, and community centers could serve as the site for paper surveys. 4. The citizen questionnaires will be administered over a 30-day period. Completed questionnaires will be reviewed and tallied by CUC staff. 5. The names with the highest recommendation count will be contacted to determine their interest and, if interested, ask them to complete the Board Bank application by a pre-determined date. Stage 3: 1. Occurring simultaneously with Stage 2, existing CEARC commissioners can recommend and refer citizens, in their respective realms of influence, to apply for the commission via Board Bank. 2. CEARC commissioners conduct presentations for local groups and attend community events, educating the community about the CEARC and how they can become a member of the commission, through Board Bank. 3. Citizens can go to www.hampton.gov to review the list of boards and commissions and apply for the commission, through Board Bank. Interested citizens can apply for the board, via Board Bank, at any time. However, their application will only be considered when there are vacancies. 4. When vacancies occur, the Executive Director receives a packet of all the applications for CEARC, from Joy Mautz in the City Manager’s Office. Stage 4: 1. Once all applications from the community questionnaire recommendations are received, they will be reviewed by the Executive Director and Membership & Orientation committee. Review of these applications will also include existing applications in the Board Bank. 2. The Executive Director and the Membership & Orientation Committee will screen the applications down to their top choices and will conduct interviews.  3. The Executive Director will write a formal recommendation for appointments to City Council, based on the outcomes of the interview process. This recommendation will be provided to the full commission for review. Stage 5: 1. City Council reviews the Executive Director’s recommendation and appoints new commissioners, according to their governing discretion. 2. The appointees may or may not be consistent with the recommendations of the Executive Director.